6/22/2020

Funds Management
Generated on: 2020-06-22

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Original content: https://help.sap.com/viewer/d56edf94353d4beeabb7f9b90adf081a/1909.002/en-US

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Budget Period
De nition
The budget period is the period of available budget authority. It is a master data element that is part of the account assignment,
not a transaction-speci c element like the posting date. It is an integral part of funds availability control and enables you to record
budget appropriation/execution items independently of the scal year or any other master data information.

You may commit funds during the budget period. After it, however, you may post only follow-on documents, such as goods
receipts, invoices, and payments. Each combination of a budget period and a fund is considered to be a separate pot of money
that must be kept intact, even into future accounting scal years.

Prerequisites
To make use of the budget period in conjunction with the New General Ledger (G/L), you need either to create new ledgers or
migrate data from your existing ones. See the appropriate documentation for details.

Integration
The budget period account assignment element is always used with the fund account assignment element. It appears in all
account assignment screens for the application components listed below.

Where links are indicated, you can use them to access additional information on the use of the budget period in the relevant
application component.

Funds Management

Wherever you intend to use it, you create the budget period in Funds Management (FM). Use the link to access detailed
information on what this involves and on the use of the budget period within FM.

You can also use the budget period if you are using the Funds Management (PSM-FM) component together with one of the
following components:

Contract Accounts Receivable and Payable (FI-CA)

industry component Public Sector Contract Accounts Receivable and Payable (IS-PS-CA)

industry component SAP Utilities (IS-U)

For more information, see Budget Period in Contract Accounts Receivable and Payable.

Budget Control System (BCS)

Financial Accounting (FI)

In addition to being included in transactions and account assignment screens, the budget period is included in FI
documents that update other application components, such as FM and CO, and in documents from other applications that
update FI.

In the new General Ledger (G/L), speci c tables (PSGLFLEXT*) and a scenario supporting the fund and budget period
account assignment elements are available. These support the creation of full balance sheets by fund and budget period.

Asset Accounting (FI-AA)

The asset master record includes a budget period eld and it can be used in FI-AA posting transactions.

US Federal Government

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The budget period is only available for use if your agency is using the Budget Control System (BCS). It is not used in
Former Budgeting.

Human Capital Management (HCM)

The following areas have been enhanced with the Budget Period data element:

Personnel Administration, Organizational Management, Travel Privileges and Time Management Infotypes (Master
Data)

Payroll Processing and Payroll Cluster Results

Payroll Posting to Accounting (Enhanced Version of Program RPCIPE01)

Third-Party Remittance

Personnel Cost Planning

Cross Application Time Sheet (CATS), including transfer to HR

Time Evaluation

Budget period is available for enterprise services for Employee Time Sheet and Work Agreement.

Controlling (CO)

Budget period was added to transactions in the controlling module that display the funds management account
assignments (fund, functional area, grant). This includes activity allocation, overhead and planning transactions.

Materials Management (MM)

The account assignment screen for the following transactions has the budget period:

Contracts

Services

Purchase orders

Purchase requisitions

Invoices

Real Estate (RE-FX)

Real Estate Objects can be created with assignment to a budget period and postings in Real Estate can be performed using
the budget period.

Sales and Distribution (SD)

The budget period is processed in SD as follows:

The budget period is an account assignment element in sales-related transactions such as those for quotations,
sales orders, and resource-related billing (RRB).

The account assignment tab for document entry, change, and display transactions includes the budget period.

Transfers to FM, BCS, and Accounting are possible.

It behaves in the same way as other FM account assignment elements for such things as FM master data checks,
validity checks, and COBL checks.

It is captured in relevant SD archiving tables.

BI Extractors for sales/billing documents capture the budget period.

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Travel Management (FI-TV)

The budget period has been added to travel privileges of the personnel master data and the alternative cost assignment
screens in travel transactions.

Features
Any given budget period can be assigned to any number of funds to create budget-period-dependent combinations of
funds. There is a mass assignment mechanism you can use to create such combinations.

The budget period appears as an account assignment element in all transactions integrated with FM.

The time span for which a budget is approved for consumption need not coincide with a scal year.

Budget Period in Funds Management

Use
The budget period is a Funds Management (FM) account assignment element like the fund, funds center, and functional area. It is
always used in conjunction with one or more funds.

Features
You create the budget period in FM.

The budget period is used in FM reporting as follows:

All reports that include the fund as a selection parameter now also include the budget period as a selection
parameter.

FM report output includes the budget period as appropriate.

Authorization checks cover the budget period.

The following logical databases support the budget period:

FMB

FMF (reporting for actuals and commitments only)

MDF

Report Writer Library 4FM includes the budget period as a characteristic

Budget Period Template in New General

Ledger
Use
To make use of the budget period account assignment element in the new General Ledger (G/L), you must either create a new
ledger in the new scenario including the budget period or migrate the data from your old scenario, which did not include the
budget period, to the new one.

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Procedure
Proceed as follows:

1. If you want to use a new ledger, you must rst create it. To do this, access Customizing and choose Financial Accounting
(New) —> Financial Accounting Global Settings (New) —> Ledgers —> Ledger —> De ne Ledgers for General Ledger
Accounting.

2. Choose New Entries in the resulting view and enter a 2–character identi er and a name for your new ledger. Specify totals
table PSGLFLEXT for the new ledger.

3. In the same part of Customizing, choose Assign Scenarios and Customer Fields to Ledgers.

4. Select your ledger (either the new one created above or your old one) in the resulting list and choose Scenarios in the
Dialog Structure. Then choose New Entries.

5. In the resulting list, enter scenario PS_BUDPER (Budget Period and Fund) for your ledger.

6. If you are using an old ledger, you need to migrate your data from the old scenario to the new. Use transaction FAGL_MIGPS
to do this.

7. Drilldown reporting is available for the budget period. To access it, use transaction FGIO and pick report type 6: Reporting
for PSGLFLEXT, where you can access the following reports:

G/L Accounts — Balances

Fin.Statement: Actual/Actual Comparison

Transaction Figures: Account Balance

Cash Flow

Creating and Assigning the Budget Period

Use
The budget period is a master data element you can use to differentiate budget execution of one fund during the period of
available budget authority (one year, multiple years, unlimited). It can be assigned to any number of funds to create a fund
combination dependent on the budget period.

The budget period is available in all transactions integrated with Funds Management (FM) as an account assignment element. It is
always used in combination with at least one fund.

Prerequisites
You need to activate the budget period as an account assignment element. To do this, go to Customizing and choose Public
Sector Management —> General Settings for Public Sector Management —> Basic Setting: Account Assignment
Elements —> Activate Account Assignment Elements. In the resulting view, check the appropriate box and save this
setting.

If you need to be able to allow blank as an initial value for the budget period in some applications, you need to make an
appropriate setting in the step Allow BLANK as Value for Account Assignment Elements.

Procedure

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You create and maintain the budget period using the Business Data Toolset (BDT). See the BDT documentation for complete
information on how to use it.

To create a budget period, proceed as follows:

1. In the Easy Access menu, choose Accounting —> Public Sector Management —>Funds Management —>Master Data —
>Account Assignment Elements —> BDT: FM Budget Period.

The Display Budget Period screen appears.

2. Switch to create mode by clicking the Create pushbutton. Then enter the following data as desired:

Short and long names

Valid from and to dates (required)

Expiration date

Reversal date

Authorization group

3. Having made all your entries, choose Validate to have the system verify that they are complete, correct, and consistent. If
they are, you can save the new budget period.

4. Use the same transaction in the same menu path to change or display existing budget periods. Changes are recorded in
change documents.

5. To assign a budget period to a fund, return to the FM part of the menu and choose Master Data —> Account Assignment
Elements —> Fund. Then choose Change to access a fund that already exists.

6. In the resulting screen, enter or access details of the fund you want to process, then choose Budget Period Assignments

7. In the resulting screen, enter the budget period(s) to which you want to assign the fund.

If you want merely to store the assignment and activate it later, check the Inactive box for the relevant line. You can
activate the assignment later by returning to this screen and unchecking the box.

If you have a large number of such assignments to make, use transaction FMBPD_MASS to access a mass
processing feature that includes an option for assigning the budget period to fund groups as well as to individual
funds.

Budget Period in Budget Control System

Use
The new Budget Period assignment element is available for use in budgeting and availability control in Budget Control System
(BCS).

Constraints
The budget period can only be used if the Fund account assignment element is also used, and subject to the following additional
restrictions:

If the budget period is de ned as “mandatory” for use in BCS, the fund must also be mandatory.

The budget period must be de ned as mandatory in BCS if all of the following apply:

You are using the budgetary ledger.

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You have de ned the budget period as mandatory in Funds Management (FM).

You have stipulated that the budget period does not allow blank values (see below).

If the budget period is de ned as “optional” for use in BCS, the fund can be either optional or mandatory.

If the value BLANK is allowed for the budget period in the Customizing step Allow Blank as Value for Account Assignment
Elements, then the budget period must not be de ned as “mandatory” for BCS.

Prerequisites
To use the budget period account assignment element, you must rst activate it. To do this, access Customizing and
choose Public Sector Management —> General Settings for Public Sector Management —> Basic Settings: Account
Assignment Elements —> Activate Account Assignment Elements .

To allow BLANK as a value for the budget period, you need to make the appropriate entry for your FM area in the step Allow
BLANK as Value for Account Assignment Elements.

There is no migration tool for populating budget period data records. This means that, if you want to start using the budget
period, you must create new data for entities such as budget addresses and RIB rules. Existing budget or availability
control data records, however, remain valid.

If you use the multi-level budget structure, you must de ne the role of the budget period for the multi-level budget
structure in the Customizing activity Determine Hierarchy Settings for Budget Structure.

Features
Once activated for BCS and for posting, the budget period is used in BCS in the following areas:

De nition of posting addresses and budget addresses of the budget structure

De nition and use of rules for cover eligibility

De nitions and use of rules for revenues increasing the budget (RIB)

Budget texts and budget memos

Key gures and consistency checks

Budget entry in the Budgeting Workbench (BWB)

Mass transactions, such as budget copying and carryover

BCS reporting tools, including Report Writer and BI

Availability control, where:

You can derive the budget period value for control objects using the derivation strategy for control objects.

You can assign the tolerance pro le and the checking horizon per budget period value of the control object.

The program for reconstructing availability control data supports data processing per budget period value.

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